Roles and responsibilities

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Each school has a local association with membership open to all parents/carers involved in the school and others who have an interest in its well being. The association acts for the school community in all matters of a local nature and where issues need to be dealt with in a positive and cooperative manner.

The Parents & Friends Association is an integral part of the Catholic school and provides a formal structure for parents and others interested in the welfare of the students to participate in all activities and decision making processes at the school and to work for the benefit of the school.

While other groups may be active within the life of the school, no group, other than the Parents & Friends Association, can represent the interests of the whole parent body at any school.

The State Federation and the Archdiocesan and Diocesan P & F Councils operate within constitutions approved by the Archbishop and the respective Diocesan Bishops.

Local school Parents & Friends Associations are expected to adapt the model constitution designed for their use to the specific needs of their own school. They are nevertheless obliged to adhere to the actual aims, objectives and general principles as pronounced in the constitution.

The objectives of the P & F Associations accord with the content of the documents “Code Of Canon Law” 1983, “The Catholic School”, Congregation for Catholic Education, Australian Edition, March 1992 and “The Catholic School on the Threshold of the Third Millenium”, (For Seminaries and Educational Institutions), Congregation for Catholic Education, Australian Edition, July 1998

The P & F must operate within the constitution and is obliged to adhere to aims, objectives and general principles as pronounced in the constitution.

In particular it’s role is to participate in the optimum spiritual, intellectual, social and physical growth of pupils in catholic schools by:

• providing support, information & involvement of parents/carers in children’s learning and the school community – i.e. building community
• developing collaboration between parents/carers and school staff
• promote the principles of Catholic education 
• foster a distinctive Christian environment in the school
• provide a medium for parents/carers to participate at Diocesan, State & National levels.

Parents are major stakeholders in the school community
PARTNERSHIP MEANS MUTUAL RESPONSIBILITIES

Responsibilities and activities

• Develop a community – inclusive with a Christian ethos
• Support and work in partnership with Principal and staff
• Participate in decision making
• Promote interaction between home and school, parents and teachers
• Encourage parent participation in teaching and learning activities and school life
• Assist parents to appreciate teaching and learning programs
• Promote the School / College in the wider community
• Attention to faith education activities
• Create a forum for discussion
• Assist in providing resources to the school when necessary
• Planning and organising of functions approved by a P & F Meeting and the Principal
• Work with parish and school board in pursuit of common goals – harmony

Office bearers roles and responsibilities

Working as a team

Establishing a good working relationship with the principal of the school and, in the case of a parish school, with the parish priest, is essential to achieving a common direction and to building a community team.

It is fundamental to the success of community-building that each party understands and respects the rights and responsibilities of the other parties. An effective leader, particularly in a Christian context, is not on about power play regardless of his or her official position and authority.

PRESIDENT

Role

A President ensures an efficient and well-run organization by:

• Establishing good relationships – respect rights & responsibilities
• Vision of where heading and how it will succeed
• Developing a collaborative relationship with the school principal;
• Planning meetings in consultation with the Secretary & Principal;
• Following up on action from the previous meeting.
• Impartiality, Firmness, Tact, Commonsense, Confidence, Respect,
• Inclusiveness

Duties and Responsibilities

• Convene meetings
• Ensure meetings run according to constitution
• Give all an opportunity to speak
• Liaise with principal Ensure activities are sanctioned by principal
• Ensure financial accountability
• Provide opportunity for parent education
• Maintain relationships with Principal & Staff & other members
• Ensure all community members are informed

Be Aware

• Tune in to parents’ comments
• Respond to comments / correspondence
• Meet parents on arrival
• Note unusual attendance
• Attempts to dominate
• One on one issues
• Personal issues
• “Get the principal” attitude

VICE-PRESIDENT

The Vice President will support the President by:

• Chairing the meeting in his/her absence;
• Sharing duties and responsibilities as agreed e.g. being responsible for coordinating the activities of sub-committees.
• Being supportive and attending meetings.
• Ensure the Vice-President has a role to play – not just an understudy

SECRETARY

Role

The Secretary is very important to the efficient operation of any organization. A secretary needs enthusiasm, initiative and an ability to work with the President.

The Secretary is:

• The point of contact between meetings
• Conversant with all issues
• The link with the school office staff
• Enthusiastic and invaluable\able to work with (and at time around) the President.

Duties and Responsibilities

• Must be alert to guide and advise the president;
• Should be prepared in advance of a meeting by:
• Notifying date/time/venue of the meeting;
• Preparing and publishing an agenda in cooperation with the President and Principal;
• Obtaining reports from sub-committees;
• Sorting correspondence;
• Noting apologies;
• Checking minutes of previous meeting;
• Give the impression of orderliness – files and necessary papers should be readily available;

There is more!

• After the meeting, Minutes should be written up promptly and actions taken on any decisions
• Write letters in accordance with the instructions of the meeting or the President;
• Prepare minutes for school newsletter;
• Confirm attendance of Executive and other appropriate people;
• Keep all records and files for the Association;
• Clear the mail regularly and keep the President informed on all issues;
• Ensure a close communication and cooperation between the parent Association, office staff, school staff and parents;
• Maintain a collaborative approach at all times

TREASURER

The Treasurer is a person of trust and responsibility. Management of the organization’s finances requires patience and time.

Duties and Responsibilities

• Must keep accurate financial records of all receipts and expenditure;
• Must issue receipts for all money received;
• Pay all accounts as authorized;
• Bank all money regularly;
• Present a monthly financial report;
• Arrange for an audited financial report for the Annual General Meeting;
• Arrange for the monthly Bank Statement and reconcile deposits and cheque books with the statements.

SUB-COMMITTEE MEMBERS

All members of the P&F executive and of any sub-committees have a responsibility to ensure that the best possible outcome is achieved.

• Be prepared for the meeting;
• Attend meetings regularly;
• Send apologies if unable to attend;
• Be cooperative at all times;
• Responsibility for what has been agreed should be shared by all group members.
• Attend to business of particular sub-committee to obtain outcome
• Ensure Terms of Reference for committee is adhered to
• Ensure report is provided to General meeting of P & F

PRINCIPAL

The Principal is the person who oversees the activities of the school community. He/she is an ex-officio member of the Parents and Friends Association.

Duties and Responsibilities

• Guidance and support, leadership
• Collaborative and cooperative approach
• Works with President and executive (as well as all parents)
• Provides information to the community
• Accessible to parents
• Answers questions
• Develops the school profile - enrolment trends, demographics, mission statement, priorities, facilities, resources, parish links

The Principal has the final decision making role. Decisions made at the meeting must have the approval of the Principal as he/she has ultimate responsibility for the school. Activities of the P & F must be, under the constitution, carried out as agents of the school thereby needing approval of the Principal. The association is considered to be under the umbrella of the church entities act for legal and insurance reasons and the Principal is charged with responsibility for the school.

PARISH PRIEST

In the case of the Parish School the Parish Priest has overall responsibility under Canon Law for the whole parish community including the school. He is an ex-officio member of the P & F

DIOCESAN COUNCIL DELEGATES/REPRESENTATIVES

• Attend local association meetings
• Attend Diocesan cluster/ diocesan council meetings
• Ensure correspondence from diocesan council is read and dealt with appropriately
• Report on Diocesan council meetings
• Take issues to Diocesan council meetings
• Highlight wider education issues
• May also be responsible for Federation/State Committee correspondence and deal with appropriately

MEMBERS

Every parent/carer of a child who attends the school is a member of the P & F. Community members (friends) can also be members and a register should be kept.

Duties and Responsibilities

• Be supportive
• Be respectful of decisions, of others, of protocols
• Be tactful & diplomatic
• Be inclusive
• Be prepared e.g. submit agenda items, read anything provided before meeting
• Pay attention
• Participate in a meaningful way